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Setting AI usage rules for your agency team

Many AI mistakes in agencies start with unclear rules, not with the tools. One page with clear limits gives the team a shared default.

AI for agencies · 5 min read · Updated 2026-10-07

What the rule covers

  • The tools in use, listed one by one, including any AI assistant connected to a client account.
  • The tasks an assistant may draft, such as briefs, first-pass copy and summaries of a report.
  • The tasks it may not do alone, such as changing a live budget, sending a client email or publishing a claim.

What may go into a prompt

  • Never passwords, access tokens or login details.
  • Client data only in tools the client has approved for that use. Remove personal details before pasting.
  • Unreleased prices and offers only in tools the agency has checked for how they store and reuse inputs.

Who checks what

  • Every AI draft that reaches a client has a named reviewer who did not write the prompt.
  • Any change to a live account is logged with the request, the approval and a read-back, as for any other change.

Keep the rule working

  • Review the rule each quarter, and again after any incident.
  • Collect one example a month of a case where the rule was unclear or slowed work, and fix the wording.
Made-up scenario: a team member pastes a made-up client's unreleased price list into a chat tool to draft ad copy. The rule says prices stay in approved tools. The team lead moves the task, adds the case to the examples and covers it at the next team meeting.

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